Write emails faster by talking with one simple method

1. 01 Decide the one thing the email must do. Before you press the hotkey, say to yourself what the reader should know or do after reading. One goal per email.
2. 02 Talk it through in order. Greeting, context in one sentence, the main point, what you need, the closing. Speak it the way you would say it to the person across the table.
3. 03 Let the cleanup handle the mess. Do not stop to fix fillers or restarts. Correct yourself out loud and keep going.
4. 04 Read once and send. Check names, numbers and dates. Then send it. Resist the urge to polish.

A simple spoken structure gives every email the same clear shape.

• Opening. "Hi Anna, thanks for sending the proposal."
• Context. "I went through it with the team this morning."
• Main point. "We are happy with the scope, but the timeline needs to move by a week."
• Ask. "Can you send an updated plan by Thursday?"
• Close. "Thanks again, have a good week." A plain "Thanks" also reads well in most work email.

Speak the parts in that order and the paragraphs fall into place.

You do not need to touch the keyboard to restructure what you said. In VoiceTyping, these commands work on the last result.

• "new paragraph" starts a new paragraph
• "make it a list" turns a run of items into bullets
• "make it shorter" trims a long reply
• "more formal" raises the tone for a client or a manager
• "delete last sentence" removes a line you regret
• "translate to Spanish" helps with a reply to an international contact

Learn two or three first. "make it shorter" and "more formal" cover most needs.

Styles decide how your words are formatted. The Email style adds a greeting line, splits the text into short paragraphs and keeps a clear, polite tone. The Chat style keeps replies short and casual. Picking the right style means you do not rewrite for tone afterwards.

With the extension for Chrome and Edge, the style is picked by the site you are on, so Gmail and Outlook on the web get the Email style and Slack gets the Chat style.

Snippets insert text you use again and again when you say a short phrase.

• "my calendar link" inserts your booking link
• "my signature" inserts your name, role and phone line
• "standard follow up" inserts a short follow up paragraph
• "bank details" inserts the text you send to new clients

Set up five snippets on day one. They pay off in the first week.

Client names, product names and jargon are the words general dictation gets wrong most often. Add them to your personal dictionary once and they come out right every time. On the Team plan a shared team dictionary keeps product and client names spelled the same for everyone.

1. 01 Block two or three short sessions a day for email instead of answering all day.
2. 02 Sort first. Archive what needs no reply, then open what does.
3. 03 Answer the short ones in a row by voice. One hotkey, a few sentences, send.
4. 04 For long emails, speak the draft in one go, then use "make it shorter" if needed.
5. 05 Flag anything that needs facts you do not have, and come back to it.
6. 06 End with an empty or nearly empty inbox and close the tab.

Most people find the first few days feel unusual. By the second week, talking becomes the default for anything longer than a line.

• Use a headset in an open office, so colleagues are not distracted and your microphone hears only you.
• Speak a little slower for numbers, dates and email addresses.
• Say amounts the way you want them written, such as "twelve hundred fifty dollars".
• Keep sensitive replies for a quiet room.
• If a reply needs careful wording, speak it twice and keep the better version.

VoiceTyping runs in your browser and as an installed web app.

• Extension for Chrome and Edge. Works in Gmail, Outlook on the web and any other email in the browser. Hold the hotkey, talk, release, and the cleaned email appears at your cursor.
• Installed web app. On Mac, Windows, Linux, iPhone and Android, dictate, then copy or share the text into your mail app with one tap.

Read how the voice to text app handles styles per app, and how dictation software for teams shares dictionaries and styles across a team. Plans start at 7 USD per month billed yearly, see the pricing page.

• Starting to talk before you know the goal of the email.
• Rereading and polishing every reply instead of sending it.
• Switching between voice and keyboard in the middle of a sentence.
• Dictating long emails in one breath without a structure.
• Leaving names out of the dictionary and fixing them by hand every time.

Fix these and spoken email becomes faster than typed email within days.